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TOWNSHIP OF MAHWAH
BUDGET WORK SESSION MEETING MINUTES
SATURDAY, FEBRUARY 11, 2006

The meeting was called to order at 8:00AM by Council President Kelly who read the Open Public Meeting Act Statement as prescribed by law. Notice was advertised in The Record on January 6, 2006 and January 25, 2006 stating this meeting would be held on Saturday, February 11, 2006 at 8:00AM at the Municipal Offices at 475 Corporate Drive, Mahwah, New Jersey.

Notice of this meeting is posted on the Municipal Bulletin Board. The minutes of this meeting shall be available in the Municipal Clerk’s Office.

Salute to the Flag.

Present: Councilmembers Alderisio, Calandrillo, DiGiulio, Kelly, Richter and Roth
Absent: Councilmember Paton

Also present were the Mayor Richard J. Martel, Business Administrator Brian Campion, and Deputy Municipal Clerk Janis Fox.


PUBLIC PORTION
On a motion by Calandrillo, seconded by Richter, the meeting was open to the public at 8:01AM. All in favor. Motion carried.

On a motion by Calandrillo, seconded by Roth, the meeting was closed to the public at 8:02AM. All in favor. Motion carried.

Kelly spoke about having the Department Heads back before Council with any cuts or additions on their Budget. Kelly asked Councilmembers if they had anything they would like to discuss in reference to the Budget and asked their opinion on extra dates for Budget Meetings. Questions were raised if Council would need Saturday Meetings as Kelly feels we are okay on deadlines. This will be determined.

MUNICIPAL POOL
A motion was made by Alderisio, seconded by Kelly to put back the $3,000 in Account #N01-104 so the request will stay at $89,000 and not drop down to $86,000. Roll call vote: Alderisio, yes; Calandrillo, yes; DiGiulio, yes; Paton, absent; Richter, yes; Roth, yes; Kelly, yes.

INSPECTIONS
Mr. Gary Montroy, Construction Code Official was present. Mr. Montroy stated he is anticipating no increase in responsibility or service for the Operating Budget for 2006.
Mr. Montroy handed out to Council and explained the Construction Permit Activity Report which is the 2005 summary. This report shows the amount of fees the Inspection

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February 11, 2006
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Department had collected, up to the month of November, in the amount of $820,700. Mr. Montroy stated two projects did not occur last year that he had anticipated in his projections. The fees he should have collected would have brought them up to what they projected for last year.

This report also shows the Building Department activity, showing the Certificates of Occupancy and Certificates of Approval. The Certificates of Occupancy show additions to, as well as, new houses. Mr. Montroy stated that 992 Certificates of Approval had been issued for homeowners having alterations done to their homes. They issued 101 Certificates of Occupancy. Each certificate requires multiple inspections.

Mr. Montroy stated the construction workload is consistent with the last few years. He said they have improved their productivity and have stretched out the inspection process. Mr. Montroy said he can do 20 inspections, per inspector, per day. He said he does not want to hire additional personnel as he would rather work harder. Mr. Montroy is asking for the same as he asked for last year.

Kelly stated the Department’s total projection is down 11.75% and the Department’s total is up 11.21%. This is $61,550 over last year’s total of $549,000.

Richter asked about permits issued; that there were 106 fees waived but yet no dollar amount is being shown for this. Mr. Montroy stated he does not know what it is because they do not collect fees for volunteers when they apply for a permit. Richter stated because they are volunteers, it would be nice to know how much we are saving them.

Mr. Montroy stated the minimum fee charged for an application is $450.00. He felt the amount was probably over $100,000 because of the volunteer fees waived.

Kelly asked Mr. Montroy to provide Council with the figure for fees waived.

Roth stated that on the chart, one month of fees is missing, but they picked up $138,000 in more fees. $821,700 in fees is what they collected and they issued 1,569 permits so the average cost per permit is around $523. Roth stated he cannot do a comparison to last year on a cost per permit basis, but in looking at 2005 on the chart, there was $260,000 in Building Sub Code and in 2006 that cost in permits went up to $467 which is a 27% increase. Roth has concerns why this is such a high increase.





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February 11, 2006
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Mr. Montroy stated people in the Township are doing a tremendous amount of renovation work on their homes.

Roth asked if $820,700 collected in permit fees was the final number for 2005 and what would that change in terms of his forecast for 2006. Mr. Montroy said it will not change the forecast. Mr. Montroy stated they took into consideration new renovations in work projects this year of one million dollars in revenue. Mr. Montroy stated he knows they will be getting a very large building at Stryker. The economy has adversely affected the commercial portion of the Department’s work in that three large commercial structures were not started this year but he anticipates these structures to start in 2006.

Mr. Montroy stated in looking at the chart on Building Permit Fees he anticipated $260,000 in building and actually collected $322,000. Roth said the chart does not give the number of permits.

Roth stated plumbing and electrical are going down as far as permits. Roth asked if the square footage is increasing or did fee permits go down. Mr. Montroy stated fees are going up but there is a balance.

Account #J01-105: Overtime
Roth questioned the $3,000 for overtime since permits are going down. Mr. Montroy explained that this is because of requests from corporate owners in the Township needing inspections at off times. The Corporations do not want their buildings shut down during business hours as it really impacts their operation. If they request off-time inspections, such as a weekend, it costs the Department Overtime. Roth asked if we have revenue offset for this. Mr. Montroy stated that the fees collected pays for the inspections and the fees collected during the week versus the weekend or off-time is the same amount. Mr. Montroy stated they are not permitted, by state law, to charge extra fees for off-time inspections.

The Business Administrator stated in the past, there was a surcharge added on when anyone requested an off hours inspection. The matter was reviewed by the DCA that regulates Construction Code Official, and Administration was advised that the Municipality may not do a surcharge for that service. The Municipality can do inspections anytime they want, but there must be a uniform fee charged for all inspections.

Roth said it is costing the Taxpayers a lot of money for overtime by doing inspections on a Sunday. The Business Administrator said he has communication with the DCA this year, and they said if there is any incremental cost it should be factored into Building Permit Fees. Fees that are collected in the Building Department should offset the costs.

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February 11, 2006
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The Building Department is not supposed to be a revenue generator. The Business
Administrator stated the Building Fees should cover all the costs of the operation.

Account #J01-205: Training Seminars
Roth said that this is an increase of 56% over last year’s Actuals of 1,278. Roth said this item seems to be going up and down and wanted an explanation on this increase as if was fairly significant. Mr. Montroy explained that the seminars and training are required for licensing. Mr. Montroy said they budgeted this amount because they are not sure where the seminars will be held and for how long. Mr. Montroy stated he makes every effort to be economical and not spend money if they have no reason to.

Account #J01-214: Rental/Maintenance Agreements
Calandrillo said there was no back up on the $5,000 and said Administration recommends $5,000. The Business Administrator said this relates to archiving of records. There was a conversion this year of all construction archiving and with this project completed they are looking at a one year maintenance program and will digitally archive everything for 2006. The Company does the archiving. The Business Administrator stated he has to get an estimate to archive for close out 2006.

Account #J11-219: Demolition of Structures
Kelly stated there was back up for the request of $60,000 and no money was spent last year. The Business Administrator stated that there was no money spent last year to demolish buildings. They had put $25,000 in last year’s budget to demolish the Anzelmo Building. When they got quotes at the end of the year they found out it would be at least $45,000 to demolish this building and they would be putting a lien on this building for the money. This $60,000 consists of the demolition of two buildings. The Business Administrator stated he has received an estimate to demolish the Building at 25 East Ramapo Avenue for $12,000.

Calandrillo stated the Historic Preservation Commission Chairperson should be brought back before Council to discuss the building at 25 East Ramapo Avenue.

Account #J03-103 and #J04-103: Temporary Part-Time
Kelly questioned what this overtime amount for Plumbing Sub-Code and Electrical Sub-Code was for. The Business Administrator explained that one is for Plumbing Sub-code Official and one for Electrical Sub-Code Official and if either one is out for sometime they will bring in people per diem to cover.

DiGiulio asked how the $11,000 overtime is distributed and is it enough. Mr. Montroy said he can deal with this amount.


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February 11, 2006
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Alderisio asked about the Capital Projection on Data Retrieval. The Business Administrator said everything on this page has been achieved so this page can be eliminated.

Richter asked about the money being put into the Budget for the demolition of the buildings and will there be more discussion. Kelly said no the money will be there when the Budget is approved and he will have the Historic Preservation Commission Chairperson make comments on this and present information to Council on this.

Roth asked if the $5,000 archiving amount is a reoccurring expense. The Business Administrator stated they will do that every year. Where a building activity’s file is closed they will archive it and the Vendor is locked in for five years.

Motion by Calandrillo, to accept Department of Inspections' Budget as presented, seconded by Alderisio. Straw Poll Vote: Alderisio, yes; Calandrillo, yes; DiGiulio, yes; Paton, absent; Richter, yes; Roth, yes; Kelly, yes.

LEGAL
Mr. Terry Paul Bottinelli, Township Attorney was present.

Kelly asked if Mr. Bottinelli could explain his flow chart on the Division of Law. The Business Administrator stated although there is a Department of Law with the Township Attorney, which is an outside attorney, their operations report back to the Mayor.

Account # B30-284: Township Attorney
Mr. Bottinelli presented a breakdown of Retainer fees for the past three years and how much time was being spent by his office. In 2003, there were 911 hours spent in the office on the Township’s General Retainer. At $135 per hour the total amount would be $123,000 if they billed by the hour. If they billed at a blended rate, which is a combination of Partner Senior and Associate time, the billings would have been $205,000, which is $225, per hour. On hours per week, the average per week was 18 hours n Mahwah time and effective hourly rate was $82.00 per hour.

Mr. Bottinelli did the same analysis for 2004. There was 1,477 hours spent on General Retainer items at $135 per hour for a total of $199,400 billed by hour. On a blended rate it would have been in excess of $332,000. The firm averaged more that 28 hours per week and the effective hourly rate was $51 per hour.

In 2005, the analysis was 1,561 hours spent on Mahwah general at $135 per hour which would have been $210,600. At a blended rate the time involved would have been $351,000 in billable time. The average exceeded 30 hours per week at $48.00 per hour.

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February 11, 2006
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Mr. Bottinelli said the retainer should be boosted as they are trying to provide the Township with the legal acumen that it needs to conduct its activities. Mr. Bottinelli said it is important for Legal to have answers to questions when they are posed and they give prompt response to any of the Councilmembers that will contact them or to Administration. As a practical matter, Mr. Bottinelli is requesting that the Retainer amount be increased. Mr. Bottinelli stated that it had been discussed a while ago that the money be shifted from Miscellaneous Legal into the Retainer. There was discussion on raising the recommended Retainer fees to $80,000 but he would like to see it up to $90,000.

The Business Administrator stated the Actual Legal/Litigation fees last year were $87,499 and stated it is difficult to predict what litigation fees will be incurred during the year. On Account #286 where the Actual was $28,000 the Actual is $30,131.

Account #B30-219: Miscellaneous Legal/Litigation
Roth asked about this line item. Mr. Bottinelli explained he is not sure what Miscellaneous Legal this coming year will be. Mr. Bottinelli explained that as of April 1st he is anticipating there will be a lot of Corporate Tax Appeals as the ratio is dropping. They will be having Tax Foreclosures coming up or they could be hit with a large lawsuit so it is very hard to predict what will come up. They cannot reduce this item drastically. Mr. Bottinelli stated that if they can get these matters covered by Insurance of course they will try and do this.

Mr. Bottinelli stated they must over-budget litigation as it has to be available if something happens.

DiGiulio asked in reference to Tax Appeals does the assessment drop. The Business Administrator stated assessments do not drop as a ratio. The County Board is directing the Township to re-evaluate within the next couple of years. That will bring it up to a ratio of 100%.

Motion by Calandrillo, seconded by DiGiulio, to change Account #219 Legal/Litigation fees from $145,000 to $150,000 and Account #284, Township Attorney from $80,000 to $90,000.

Motion amended by Calandrillo, seconded by DiGiulio, that Administration recommends the change on Account #219 from $150,000 to $140,000, Change Account #284 from $80,000 to $90,000 and in addition Account #286, Special Counsel/Expert Witness changed from $45,000 to $40,000. Roll call vote: Alderisio, yes; Calandrillo, yes; DiGiulio, yes; Paton, absent; Richter, yes; Roth, yes; Kelly, yes.


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February 11, 2006
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Account #B34-200: Prosecutor
Roth asked about the Prosecutor numbers being down. Roth stated that on the Court presentation the number of sessions were down 24%, yet the overtime categories on this line item are increasing significantly one 16% and 45% for the Public Defender.

The Business Administrator stated that the Overtime for Special Sessions is down for 2005. Roth asked if some money could be reduced from overtime. The Business Administrator said that Line #102 is the Prosecutor’s Base Pay and Line #204 was for the Special Sessions. He stated they could take a little off the overtime.

Roth stated the Public Defender is 45% increase and can $5,000 be taken out of this Line Item. The Business Administrator stated the Public Defender has a base of $12,000 or $13,000 each as there are two of them and that the Actual is $26,000 and not $18,000. The Business Administrator stated he will get back to Council on this to confirm which figure is right.

Motion by DiGiulio, to accept Legal Budget with changes as presented, seconded by Calandrillo. Straw Poll Vote: Alderisio, yes; Calandrillo, yes; DiGiulio, yes; Paton, absent; Richter, yes; Roth, yes; Kelly, yes

ADMINISTRATION
Mr. Brian Campion, Business Administrator and Denise Storms, Administrative Assistant were present.

Mr. Campion explained the Organization Chart and that it shows a Part-Time Clerk/Typist floater. That person works throughout the building wherever there is a position that needs to be filled. Mr. Campion stated that on Line #103 the Temporary Part-Time is a summer college student.

Calandrillo asked if the Temporary Part-Time increase is due to the Switchboard Operator being out. The Business Administrator stated it was due to a number of people being out in their department not just one. He stated they generally have two college students and they cut back to one. The Budget recommended for the salary is the same this year with a white collar increase.

Account B20-204: Professional Services
The Business Administrator stated three items were put together. The Web Site hosting, GIS system and the Community Cable Television. The Website hosting is the continuation that we have and it is $7,500 to maintain this. We do have $7,500 to continue to work on the GIS program started and running. There is $7,500 for the Community Cable Television that we have a committee working on and expect to get

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February 11, 2006
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some recommendations from that committee in the near future. The Business Budget
Administrator stated that Administration wants to work with the Police Department to change to a new host for the Township Website to make it more desirable for the Public. This would probably cost more than $7,500 to do this and he hopes to work with the Police Department jointly.

Account #B02-102: Permanent Part-Time
Roth asked about overtime for the Permanent Part-Time area and stated there was a significant increase over last year’s Actuals. The Business Administrator said they were without a Permanent Part-Time position for a portion of the year and they now have one which will be for the entire year of 2006 and a floater throughout the building.

Account #B02-105: Overtime
Roth stated it dropped significantly in 2005. The Business Administrator stated
in 2005 they were a bit light in their Budget and he feels that $4,000 is not a lot as this the Administration Department is very busy and they do work a lot of overtime due to the number of employees they have.

Account #B02-205: Training and Seminars
Roth questioned that Administration spent $1,900 last year and why is it $3,000 this year. The Business Administrator said they did not get to the courses they were suppose to last year and are behind on their training.

Calandrillo asked if the Ambulance Corps. can do the CPR/AED training. The Business Administrator stated no, and stated in addition to purchasing they have a Safety Committee and bring people to do the training for this.

Motion by Calandrillo, to accept Administration Budget, as presented, seconded by Alderisio. Straw Poll Vote: Alderisio, yes; Calandrillo, yes; DiGiulio, yes; Paton, absent; Richter, yes; Roth, yes; Kelly, yes.

INSURANCE
The Business Administrator stated the Township deals with two Joint Insurance Funds for liability and business insurances.

Account #B18-226: Bloodborne Pathogens
Roth asked why there is a big percentage increase. The Business Administrator stated the last year $5,555 was budgeted. Due to the number of people required to have training and the shots the figure has increased.



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February 11, 2006
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Mrs. Storms stated since it is volunteers it could be a different amount of people every year. Calandrillo said there may be people in between alternating or bi-annual training schedules.

Alderisio asked when we get the fees from MEL / JIF Insurance do they break it down to a liability factor for each Department. The Business Administrator stated we get a total number and do get a breakdown.

Alderisio asked if a discount is received for the Police Department. The Business Administrator said they are getting the discount and he will get back to Council on how much it is.

Motion by DiGiulio, to accept Insurance Budget with changes as presented, seconded by Alderisio. Straw Poll Vote: Alderisio, yes; Calandrillo, yes; DiGiulio, yes; Paton, absent; Richter, yes; Roth, yes; Kelly, yes.

ENGINEERING
The Business Administrator stated this is an account where we get Proposals from our Engineer. Our contract provides that there is $80,000, during the course of the year, of miscellaneous work or complaints that Administration can authorize as long as they are under $5,000. If Administration budgets $120,000 that leaves them $40,000 for larger projects that they would have to come before the Council to authorize.

Motion by Calandrillo, to accept Engineering Budget as presented, seconded by Richter. Straw Poll Vote: Alderisio, yes; Calandrillo, yes; DiGiulio, yes; Paton, absent; Richter, yes; Roth, yes; Kelly, yes.

CENTRAL ACCOUNTS
The Business Administrator went through all the Central Account pages of the Proposed Budget.

Account #010—200: Gasoline
This item and Diesel is vital and getting expensive. The Business Administrator is concerned about the numbers he projected as he thinks they are low but thinks he can get by on this projection.

Roth questioned the Diesel Account and the Business Administrator said to delete that.
Roth asked why both items Gasoline and Diesel did not increase the same. The forecast is 4½% on Gasoline and 8 ½% on Diesel. The biggest consumer of gasoline would be the Police Department. The Business Administrator said that possibly the gasoline projection may be low.



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February 11, 2006
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Account #030-271: Central Electric Recreation
DiGiulio asked why this projection is so high. The Business Administrator said because they now have the lighting at Continental Soldiers Field.

DiGiulio asked with the Police Department being renovated is that what the amount will be what as far as electric. The Business Administrator stated the total of volume of building is not being changed and feels it may even go down in future years.

Kelly questioned the $17,000 figure under the Fire and Ambulance Utility budget. The Business Administrator stated that Public Service is having another increase in June. They have had one already this year and so has Orange and Rockland, so we do not know what the rates will be.

Kelly asked if the Township could have motion sensors and automatic turn off switches in their buildings. The Business Administrator said he spoke to the Department of Public Works about installing them.

Calandrillo asked why the Municipal Pool went up as it is a seasonal activity. The Business Administrator said the numbers for electric were put in by Administration and Finance not by individual department. They put these numbers in because they know the usage but are concerned about the rate changes and would like the money in the budget so there is not a problem.

Account #031-277: Central Street Lights
Roth asked about the Central Street lighting. Roth stated the usage is down from a year ago, off 15% although there is a forecast of 37% increase over last year. Roth suggested they change the amount of $145,000 to $135,000. The Business Administrator stated the figure does not include the December bill. The Business Administrator stated that $7,500 was impounded and moved to Account #299. The Business Administrator said he will get back to Council on this.

Calandrillo asked how much a unit price is for one traffic light. The Business Administrator said he can get that figure.

Kelly asked how we are billed and is there a meter. The Business Administrator said Electric is from Rockland Electric depending on the light but it is a unit charge per light.

Account #031-299: Impounded Funds
Roth questioned the increases across the board on this Central Account for all Departments. The Business Administrator stated they had to do an emergency $50,000 Appropriation for gasoline and diesel this year so he would like to avoid this in the future. Roth asked if $10,000 could come out. The Business Administrator said yes and he will reduce the Department Control Total from $255,000 to $245,000.

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February 11, 2006
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Account #040-000: Central Telephone
The Business Administrator stated the amount budgeted does not include December bills so it is only for 11 months of utility bills.

Roth stated he does not know how to look at these numbers on an 11 month basis and feels the December bill must have been received by Administration as of now. Kelly said on an average it should be approximately $9,341.73 added on. The Business Administrator stated they could run Actuals on the Central Account and will get back to Council.

Account #040-267: Telephone-Fire Prevention/Emergency
Richter asked what Fire Prevention Emergency entails. The Business Administrator said it is all the OEM and Fire Prevention with their telephone lines all through the Township. The Police Department has a fax telephone line into every Fire House and Ambulance Corps. and attached to a fax machine. The fax machines are being replaced by a DHL line attached to a printer.

Kelly stated they will hold the rest of the Central Account until the Business Administrator revisits with the report.

Account #070-000: Photocopiers
The Business Administrator stated there is an increase. Mrs. Storms stated a photo copier was put in the Municipal Clerk’s office, a replacement in the Police Department and they
will be putting one at the Department of Public Works. Also, when they moved in the Municipal Building they were on a State Contract for three years and that is now up so they are negotiating with the contract again. There is a possibility the machines they are looking at now, when they re-negotiate, may double as fax machines. Mrs. Storms stated our biggest cost on fax machines is toners and drum replacements.

Motion by Calandrillo, to accept Photo Copiers Budget as presented, seconded by Richter. Straw Poll Vote: Alderisio, absent; Calandrillo, yes; DiGiulio, yes; Paton, absent; Richter, yes; Roth, yes; Kelly, yes.

Account #080-259: Central Printing/Binding Calendar/Newsletters
The Business Administrator stated the Calendars and Newsletters budget could be changed from $20,000 to $18,000. Calandrillo said she sees a lot of boxes left over. Do we know how many calendars we need each year. Mrs. Storms said they give the calendars out sparingly and have a handle on it.



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Account #080-251: Printing/Binding/Township Clerk
The Business Administrator explained that the $2,000 is for printing and binding cost for the Municipal Office. The Business Administrator stated this is on the Clerk’s Central Budget. It is for letterhead, street maps and zoning maps.

Account #080-271: Printing/Binding/Recreation
The Business Administrator said the Recreation Department went from 0 to $542 to $2,100 for this year’s Budget. Calandrillo said it was for Summer Recreation, Mahwah Parade and Mahwah Day and other Township events for fliers.

Motion by Calandrillo, to accept Central Printing/Binding Budget as presented, seconded by Richter. Straw Poll Vote: Alderisio, absent; Calandrillo, yes; DiGiulio, yes; Paton, absent; Richter, yes; Roth, yes; Kelly, yes.

Account #081-000: Central Office Supplies
There was nothing to discuss on this account or to change.

Motion by Calandrillo, to accept Central Office Supplies Budget as presented, seconded by Richter. Straw Poll Vote: Alderisio, absent; Calandrillo, yes; DiGiulio, yes; Paton, absent; Richter, yes; Roth, yes; Kelly, yes.

Account #090-254: Central Postage/Tax Collections
Roth stated the postage increased and the first class mail went up 5.7% and on tax collection it went up 47% and why are these percentages so big. The Business Administrator stated the $5,000 can be reduced to $4,000.

Account #090-259: Central Calendar/Newsletter
Roth stated he needed clarification on Account #259 for the calendar and newsletters budget. Roth said probably the same amount of newsletters went out as last year so why the 41% increase on postage. Roth suggested dropping the amount to $5,500. The Business Administrator said yes and they would reduce it to $5,500.

Account #090-276: Postage-Metered/General
Roth needs clarification on this line item and the 35% increase as they are now at $40,000 when it always had been much lower. The Business Administrator said he will reduce this item to $35,000.

Motion by Calandrillo, to accept Postage Line Budget with item changes to #254, #259 and #276 as presented, seconded by DiGiulio. Roll Call Vote: Alderisio, absent; Calandrillo, yes; DiGiulio, yes; Paton, absent; Richter, yes; Roth, yes; Kelly, yes.


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Account #091-219: Miscellaneous Salary/Negotiations
The Business Administrator stated this is a line that is utilized if they change employees around and that he has never used this line.

Calandrillo asked when new Tax Clerks were promoted did adjustment come from this account. The Business Administrator said no it came from their Department.

Roth asked if this item could be adjusted to $5,000. The Business Administrator said yes it can be reduced to $5,000.

Motion by Calandrillo, to accept Miscellaneous Salary/Negotiations Budget, line #219 with changes to reduce from $10,000 to $5,000 as presented, seconded by DiGiulio. Roll Call Vote: Alderisio, absent; Calandrillo, yes; DiGiulio, yes; Paton, absent; Richter, yes; Roth, yes; Kelly, yes.

Account #092-219: Tuition Reimbursement
The Business Administrator stated this covers tuition reimbursement in white and blue collar jobs if job related. He has a number of requests this year to utilize this. He would like the number to stay as he has it.

Motion by Calandrillo, to accept Tuition Reimbursement Budget as presented, seconded by DiGiulio. Roll Call Vote: Alderisio, absent; Calandrillo, yes; DiGiulio, yes; Paton, absent; Richter, yes; Roth, yes; Kelly, yes.

Account #093-#219 Computer Account
The Business Administrator stated this account is for our hardware and software costs which includes a replacement program for our computers. The Business Administration Assistant stated they have replaced two computers already this year and have about eight others to replace this year.

Account #093-221: Consultants
Roth asked if the consultant is in agreement with $1,000 less. The Business Administrator said the consultant is an independent contractor and it is a time and material bid so the Consultant bills us at an hourly rate so the rate will not be changed.

Motion by Calandrillo, to accept Computer Account Budget as presented, seconded by DiGiulio. Straw Poll Vote: Alderisio, absent; Calandrillo, yes; DiGiulio, yes; Paton, absent; Richter, yes; Roth, yes; Kelly, yes.

Account #P01-000: Contingent
The Business Administrator explained this is for any unforeseen item that comes up during the year.

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Motion by DiGiulio, to accept Miscellaneous Contingency Budget as presented, seconded by DiGiulio.

Roth stated that this has never been used and can it be reduced to $5,000 and would like DiGiulio to amend her motion to reduce the amount from $10,000 to $5,000, seconded by Richter. Motion to amend. Straw poll vote: Alderisio, absent; Calandrillo, yes; DiGiulio, yes; Paton, absent; Richter, yes; Roth, yes; Kelly, yes.

Account #Q05-000: Prior Years Bills
On prior year bills there is only one and it is for the Recreation Department.

Motion by Calandrillo, to accept Prior Years Bills Budget as presented, seconded by DiGiulio. Roll call vote: Alderisio, absent; Calandrillo, yes; DiGiulio, yes; Paton, absent; Richter, yes; Roth, yes; Kelly, yes.

Account #R00-000: Statutory Within Cap and R02-000 P.F.R.S.
The Business Administrator said this is when there was an error made and they may get a back bill from P.F.R.S.

Motion by Calandrillo, to accept Statutory Within Cap and P.F.R.S. Budget as presented, seconded by Roth. Roll call vote: Alderisio, absent; Calandrillo, yes; DiGiulio, yes; Paton, absent; Richter, yes; Roth, yes; Kelly, yes.

Account #R03-219: Social Security
Roth questioned the year end numbers of $427,425 versus the forecast of $475,000. Roth stated there is no new staff being added and this is an 11% increase. The Business Administrator stated it probably ran of the number of $450,000. They had a 4.1% increase in PBA. The Business Administrator said he will reduce this to $460,000.

Motion by DiGiulio, to accept Social Security Budget as presented, seconded by Richter. Roll call vote: Alderisio, absent; Calandrillo, yes; DiGiulio, yes; Paton, absent; Richter, yes; Roth, yes; Kelly, yes.

Account #R04-000: NJ Unemployment, #R05-000 and #R06-000 P.F.R.S. – Excluded from “CAP”, #S00-000: Judgments.
The Business Administrator and Council had no discussion on these Accounts.

Motion by DiGiulio, to accept Unemployment, P.F.R.S. and Judgments Budget as presented, seconded by Calandrillo. Straw poll vote: Alderisio, absent; Calandrillo, yes; DiGiulio, yes; Paton, absent; Richter, yes; Roth, yes; Kelly, yes.


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February 11, 2006
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Account #B64-000: Auditor
The Business Administrator stated this reflects a 3% increase from last year.
Motion by DiGiulio to accept the Auditor’s Budget seconded by Richter. Straw Poll Vote: Alderisio, absent; Calandrillo, yes; DiGiulio, yes; Paton, absent; Richter, yes; Roth, yes; Kelly, yes.

MISCELLANEOUS
Account #V05-000 Municipal Services Act
The Business Administrator said this is the amount paid to the Condominium Associations under the Kelly Bill and the number varies every year depending on the weather.

Account #V15-000: Tax Appeals
The Business Administrator stated that the Reserve for Tax Appeals had been discussed when the Tax Assessor was before Council and he feels it prudent to put as much into the reserve as they possibly can because of their declining ratio as it will be difficult to defend some of the commercials.

Account #W00-000: State and Federal Grants
The Business Administrator said in order to spend a grant it must be budgeted. He stated if they do not have a letter of approval awarding a grant they cannot put the items into the budget. The Business Administrator explained about all the grants and what they are anticipating receiving.

Account #W02-219: Fire Prevention - Miscellaneous
The Business Administrator stated we do get miscellaneous grants for Fire Prevention but do not have one at this time.

Account #W03-000: BCUA Recycling Grant
The Business Administrator stated that the BCUA gives us this grant based on how much recycling we do. We have been told it is $10,336 and these are monies that we
in the Budget that we can spend against for recycling related activities.

Account #W04-000: NJ Clean Communities
The Business Administrator stated they will get a Clean Communities grant the same as last year but it is not yet confirmed.

Account #W05-000: Alcohol Ed/Rehab Fund
The Business Administrator stated they are anticipated this grant for approximately $14,000 but do not have it as yet. This is for the Police Department on DWI activities.


Budget Work Session Meeting Minutes
February 11, 2006
Page 16

Account #W06-000 County Prosecutor – Police
The Business Administrator stated they will get the grants on items they have approval for out of the Escrow Account managed by the County Prosecutor.

Account #W07-000: DDEF Grant – State
The Business Administrator stated there is a DDEF Grant which is similar to the Special Sessions. One Grant goes to the Police for DWI and the other to the court to offset the Special Sessions. He stated they will spend this down before going to overtime.

Account #W08-000: Cops in School
The Business Administrator stated there is no grant for this item.

Account W09-000: Body Armor Fund – State
The Business Administrator stated there is $5,000 in the Budget for Body Armor Funds.

Account #W10-000: Environmental Commission
The Business Administrator stated there is no grant this year and will be eliminated next year.

Account #W12-000: Child Passenger Safety
The Business Administrator stated we have budgeted for this.

Account #W14-000: State – Seized/Forfeited Funds
The Business Administrator said we did get some miscellaneous seized funds that the County gave us a portion of and we can add to the Police Budget.

Account #W16-000: Municipal Storm Water-Federal
The Business Administrator stated we did get a grant last year and will be getting it this year. This grant will offset the costs with complying with the Municipal Storm Water regulations, such as replacing storm water drains, mapping, and the items that are required.

Account #W18-000: Recycling Tonnage Grant
The Business Administrator stated we have received this grant and that gets applied to Recycling.

Account #W23-000: Hazardous Discharge Grant, #W24-000: Computer Equipment, #W25-000: NJ Forest Fired Service and #W26-000: 200 Club Donation, Fire Department
The Business Administrator stated these will be eliminated next year. If they do get the letter of approval the grant can be added by Chapter 159 during the year.


Budget Work Session Meeting Minutes
February 11, 2006
Page 17

Account #X00-000 Capital Improvements Ex Cap
The Business Administrator explained this account is for Capital Improvement Fund where they put $100,000 down. It is money to be used for 5% of the Capital Bond Ordinance.

Account #X01-715: Prosecutor – Police Renovation
The Business Administrator explained this is the money from the Municipal Prosecutor’s Escrow Account for the Police Building.

Account #Y00-000: Debt Service Ex Cap
The Business Administrator stated this is fixed.

Account #Z00-900: Deferred/Statutory Chgs Ex Cap
The Business Administrator stated there is a $50,000 emergency appropriation for fuel.

Roth asked on the Accounts for Municipal Services Act, page 138 and Reserve for Pending Tax Appeal, page 139, would Administration have an objection to moving $15,000 from Account #219 and making $175,000 $160,000 and put $15,000 in reserve for pending tax appeals on Account #219. The Business Administrator stated he wanted to check with the Chief Financial Officer first and will get back to Council on the $15,000 amount.

Motion by DiGiulio, to accept Pages 140 through 168 and Pages 138 and 139 to hold for questions, seconded by Calandrillo. Straw poll vote: Alderisio, absent; Calandrillo, yes; DiGiulio, yes; Paton, absent; Richter, yes; Roth, yes; Kelly, yes.

Kelly stated that Mr. Paton has requested that Administration put in an Application for Extraordinary Aid and asked what the timeframe is and where does the Township stand.
The Business Administrator stated the Council did get a financial statement with a new date for introduction Adoption date. The Business Administrator stated there will probably be a Local Financial Bulletin coming out very soon that will require the filing of application on or about when the Budget is introduced which could be by March 21st. They have also completed the Annual Debt Statement and Financial Statement. The Clerk will distribute this to Council. The Business Administrator explained they have filed their Annual Financial Statement and have indicated that they are filing with Extraordinary Aid. Once they introduce the budget and they proceed with the Application for Extraordinary Aid it will go through a full review rather than a self-review. This may push back the Adoption of the Budget as they cannot adopt a Budget unless they get approval from the DCA on the review. The biggest impact on all of this would be on the Adoption date.


Budget Work Session Meeting Minutes
February 11, 2006
Page 18

Kelly would like to hear from Council as to how they feel about Extraordinary Aid and stated this will be discussed at the next Budget Meeting. Kelly will ask the Municipal Clerk to make sure everyone has all information on this by next meeting.

On a motion by Calandrillo, seconded by Richter the meeting was adjourned at 11:05AM. All in favor. Motion carried.

Respectfully submitted,



Kathrine G. Coletta, RMC/CMC
Municipal Clerk



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